08/14/2024 Council Work Session Meeting Minutes August 14, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Wednesday, August 14, 2024
9:00 AM
Special Preliminary Budget Review Work Session
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes August 14, 2024
Rollcall
Present 5 - Mayor Bruce Rector, Vice Mayor David Allbritton, Councilmember
Ryan Cotton, Councilmember Michael Mannino, and
Councilmember Lina Teixeira
Also Present: Jennifer Poirrier— City Manager, Michael Delk—Assistant City
Manager, Daniel Slaughter—Assistant City Manager, David Margolis
— City Attorney, Rosemarie Call — City Clerk and Nicole Sprague —
Deputy City Clerk.
To provide continuity for research, items are listed in agenda order although not
necessarily discussed in that order.
1. Call to Order
The meeting was called to order at 9:00 a.m.
Mayor Rector observed a moment of silence honoring the passing of
former city manager William B. Horne, 11.
2. City Manager
2.1 Fiscal Year 2025 Proposed Budget Recap and Staffing Update.
• FY 25 Proposed Budget Recap - Budget Director Kayleen Kastel
Budget Director Kayleen Kastel provided a PowerPoint presentation.
• Staffing Update for FY2024-25 Budget - HR Director Tiffany Makras
Human Resources Director Tiffany Makras provided a PowerPoint
presentation.
In response to a question, Ms. Makras said permanent employees
received at least 1.5% in addition to the COLA.
• Non-profit/Charitable sponsorships - City Clerk Rosemarie Call
Non-Profit/Charitable Sponsorships Clearwater Gas System (CGS) has historically
sponsored community events and activities that provided value to CGS or supported
marketing and advertising efforts to reach potential customers. In 2022, in response to
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Council Work Session Meeting Minutes August 14, 2024
council concern regarding the use of ratepayer revenue to pay for sponsorships, staff
removed the below list from CGS to a line item in Council's budget.
Vendor Name Amount
BETH DILLINGER FOUNDATION INC -Annual "VALUE ME" Luncheon $ 5,000
BIG BROTHERS BIG SISTERS OF PINELLAS COUNTY - SILVER $ 4,000
Sponsor
CHARITY WORKS INC - Monopoly Night Fundraiser $ 500
CHARITY WORKS INC -Annual Charity Works Clip $ 2,200
CHI CHI RODRIGUEZ YOUTH FOUNDATION INC - CHI CHI Charity $ 2,750
Classic Sponsor
CHILDREN'S DREAM FUND - Sponsor Dream Maker luncheon $ 2,500
CLEARWATER MARINE AQUARIUM - Formerly known as "Winter on The $ 3,100
Beach" Event Dinner Sponsorship
CLEARWATER MARTIN LUTHER KING JR NEIGHBORHOOD - City $ 1,000
Council Table Sponsorship
HOPE VILLAGES OF AMERICA INC - Partnership Commitment $ 2,500
INTERCULTURAL ADVOCACY INSTITUTE -Annual Diversity Luncheon $ 3,300
Sponsorship
MT CARMEL COMMUNITY DEVELOPMENT CORPORATION - North $ 2,500
Greenwood Back to School Sponsorship
NAACP -Annual MLK Day Celebration Sponsorship $ 500
PINELLAS COUNTY SHERIFF POLICE ATHLETIC LEAGUE INC -Annual $ 2,500
Benefit Breakfast Sponsorship
PINELLAS EDUCATION FOUNDATION Sponsorship of 4 Events $ 24,000
READY FOR LIFE INC - CHANGING LIVES LUNCHEON $ 2,500
WILLA CARSON HEALTH RESOURCE CENTER INC - Platinum $ 2,500
Sponsorship
YMCA OF THE SUNCOAST INC -ANNUAL PRAYER BREAKFAST $ 5,000
TOTAL $ 66,350
In 2024, Council directed staff to issue a Request for Letters of Interest (LOI) for non-profit and
charitable organizations needing donations to provide services or events that benefit Clearwater
residents. Funds will be awarded to organizations whose work or proposed activity align with one of
these strategic priorities:
•Economic & Housing Opportunity—foster a prosperous and enduring economy that promotes
opportunity for all.
•Community Well-Being —ensure exceptional communities and neighborhoods where everyone can
thrive.
•Environmental Stewardship— implement proactive solutions and emerging technologies for a
sustainable and resilient community.
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Council Work Session Meeting Minutes August 14, 2024
The call for the LOIs was posted on the City's website, social media platforms, email newsletter,
and press release and resulted in 47 submittals. Neighborhood Services shared the grant
opportunity with local non-profit and charitable organizations. Staff is seeking council direction
regarding the following funding requests, which meet the program's criteria:
Name Strategic Priority Requested Grant Award
Amount
Charity Works MONOPOLY Night Community Well Being $1,000.00 $1,000.00
Fundraiser sponsorship
Clearwater Community Gardens Assist Environmental
with operational expenses for city water Stewardship $5,000.00 $5,000.00
and liability insurance
Clearwater Marine Aquarium Provide Community Well Being $5,000.00 $5,000.00
Title 1 School Field Trips to CMA
Friends of Moccasin Lake Purchase
Wentzscope with LED stem lamp, power
supply and video output for the Nature Environmental $5,790.00 $5,790.00
Center - for park attendees to view the Stewardship
water habitat of our park wetland
community
Help Us Gather Create meaningful social
opportunities and promoting a community Community Well Being $4,000.00 $4,000.00
of inclusion for individuals with disabilities.
Lotz of Blessings Purchase items
needed for the one-day 2024 Merry Market Community Well Being $5,000.00 $5,000.00
(affordable holiday gifts for parents to
purchase).
General Foundation of Women's Club
N. Pinellas Assist with operational
expenses to support volunteer activities:
greeting honor flights, sailing program for
people with disabilities, sewing wheelchair ;Community Well Being ;$6,000.00 $5,000.00
bags for veterans, blankets for children in
foster care, restocking Little Libraries, yarn
wigs for children suffering hair loss, and
provide small community grants.
Neighborly Care Network Help maintain
and enhance our daily nutrition, adult day Community Well Being $10,000.00 $5,000.00
care and transportation services for over
500 Clearwater senior residents.
Clearwater Composite Squadron of Economic & Housing
Civil Air Patrol Support Youth Programs:
Cyber Patriot program, Color-Guard and Opportunity,
;Honor Guard teams, Model Rocketry .Community Well .$20,000.00 .$5,000.00
program, and Cadet Leadership program Being, Environmental
Stewardship
for ages 12 to 21.
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Council Work Session Meeting Minutes August 14, 2024
West Coast Players Infrastructure (AC
units); website redesign and refresh;
lighting control board; sound equipment; Economic & Housing $50,000.00 $5,000.00
new computer and printer; new video Opportunity
system; piano; procurement of paid rights
to produce script (and music).
TOTAL $45,790.00
There was council consensus to fund the grant requests as recommended above.
Staff is seeking council direction on the following long-standing requests:
Vendor Name Amount
Beth Dillinger Foundation Inc -Annual "VALUE ME" Luncheon $ 5,000.00
Big Brothers Big Sisters of Pinellas County - Silver Sponsor $ 4,000.00
Chi Chi Rodriguez Youth Foundation Inc - Chi Chi Charity Classic Sponsor $ 2,750.00
Children's Dream Fund - Sponsor Dream Maker Luncheon $ 2,500.00
Clearwater Marine Aquarium - Formerly known as "Winter on The Beach" $ 3,100.00
Event Dinner Sponsorship
Hope Villages Of America Inc- Partnership Commitment $ 2,500.00
Intercultural Advocacy Institute -Annual Diversity Luncheon Sponsorship $ 3,300.00
Mt Carmel Community Development Corporation - North Greenwood Back $ 2,500.00
to School Sponsorship
Pinellas County Sheriff Police Athletic League Inc-Annual Benefit $ 2,500.00
Breakfast Sponsorship
Pinellas Education Foundation — Sponsorship of four events $ 24.000.00
Ready For Life Inc - Changing Lives Luncheon $ 2,500.00
Willa Carson Health Resource Center Inc- Platinum Sponsorship $ 2,500.00
YMCA of the Suncoast Inc -Annual Prayer Breakfast $ 5,000.00
TOTAL $ 62,150.00
In addition to this local grant funding, the fiscal year 2024/25 proposed budget includes
$30,000.00 in the City Manager's budget for City Council, city management, and staff to
attend local community and charitable events as requested and approved by city
management.
In response to questions, the City Clerk said the Letters of Interest were
due April 30, 2024. The original intent was to schedule a budget
workshop in May but the meeting was not scheduled until today. The
notice of available grant funding was posted on the city webpage and
shared with community partners. Staff shared the grant opportunity with
Hope Villages, Chi Chi Foundation, and the Pinellas County Education
Foundation but the organizations did not submit a request. The City
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Council Work Session Meeting Minutes August 14, 2024
Manager said historically the requests were funded out of Clearwater
Gas but the process changed three years ago, per council direction,
moving some of the sponsorships out of Clearwater Gas and creating a
new list of sponsorships to be funded through Council's budget. The
new list was funded each year. Clearwater Gas Executive Director Brian
Langille said historically Clearwater Gas took care of all of the
sponsorships. Due to a newspaper article regarding the amount of
monies Clearwater Gas spent on sponsorships, staff reviewed the
sponsorships and continued funding organizations or events that had
CGS brand recognition in the community. The City Manager said
$30,000 has been budgeted for Councilmembers to attend events. Ms.
Kastel said there is a line item in Council's budget for events.
Discussion ensued with concerns expressed that the Letter of Interest
process is too rigid and that organizations that were historically funded
will not receive funding.
In response to comments, the City Attorney said the City Council has
broad discretion regarding legislative appropriations. The big picture
decision for Council to make is, to the extent Council wants to support
these organizations, what source of funds will be used: 1) Clearwater
Gas System, 2) Special Events, or 3) budgeted somewhere else.
Clearwater Gas System can spend funds for marketing and advertising,
so long as it is rationally related to the business. He has advised staff
not sponsor events outside of their service area. The City Manager said
the special events process was codified last year and does not allow
organizations to receive funding from multiple city sources. Ms. Kastel
said many of the organizations on the historical list are no longer
requesting funds but staff continued to fund the list, only five
organizations from the list were funded last year. She said staff would like
the flexibility to get away from the list and fund requests as they are
received from the $30,000.00. The City Manager said she will discuss
the requests as they are received with Council during her weekly
meetings to ensure there is consensus to support the request. Ms.
Kastel said of the $62,150.00, staff has paid$34,500.00 this fiscal year.
There was council consensus to fund the list as recommended, with the
remaining funds to address additional requests.
2.2 Discuss Median Landscaping.
Parks and Recreation Director Art Kader said, prior to 2001, all FDOT
medians within the city were maintained by FDOT. Between 2001 and
2005, the Department applied for an FDOT Beautification Grant, which
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Council Work Session Meeting Minutes August 14, 2024
was awarded. Over the years, the Department has been awarded funds
for Drew Street, US Hwy 19 overpass, Memorial Causeway, Gulf to Bay
Boulevard, Court Street, and Missouri Avenue. He said acceptance of
these grants shifted the maintenance responsibility from FDOT to the
City. When the Department was first awarded the grant funds, there
were 120 FTEs in the Parks and Beautification Division. Due to the
economic downturn in 2011, the total FTEs in the Division were reduced
to 91. He said all of the landscape maintenance work was shifted to
contractors and reduced mowing schedules were implemented. For the
2024/2025 budget, the Department is recommending 118 FTEs to
maintain the Department's responsibilities and address new
responsibilities, such as Crest Lake Park, trash pickup on the Beach,
and Coachman Park. Since adding a landscape maintenance team in
2023, the Department has relandscaped the medians on Gulf to Bay
Boulevard, Countryside Boulevard, as well traffic calming in Skycrest
and Morningside.
In response to questions, Mr. Kader said since the City does not have a
Landscape Architect on staff, one would be hired as a consultant if the
beautification grant is awarded. He said the State requires the
landscaping plan be approved by a landscape architect. Since the City
has established agreements with FDOT for several medians, the City
may maintain the landscaping as previously approved. Mr. Kader said
there are several neighborhood associations that have adopted
medians. The City Manager said the adoption of medians can be
coordinated through the Neighborhoods Division as part of the
Leadership Academy community project.
2.3 Discuss agreements with Ruth Eckerd Hall.
Mr. Kader reviewed the three agreements with Ruth Eckerd Hall (REH)
that handle the operations of Ruth Eckerd Hall, the Capitol Theatre, and
The Sound. REH is responsible for all the operating and capital costs at
the Capitol Theatre and REH, as well as the operating costs at The
Sound. He said the City is responsible for the operating costs at The
Capitol. He said the City may use The Capitol five times a year at no
cost and The Sound on July 4 and 5, as well as ten additional dates at
no rental fee and direct costs when a production manager is needed. He
said the current agreement requires the City to provide REH notice prior
to July 1 if the annual $420,000 for maintenance and improvements to
the facility is reduced or eliminated for the following fiscal year.
In response to a question, Mr. Kader said the City of St. Petersburg
provides the Mahaffey Theater a $626,067 subsidy and the City of
Tampa provides the Straz Center a $585,4820 subsidy.
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Discussion ensued with consensus to provide REH with $420,000 for
maintenance and improvements.
It was suggested that staff advise REH to provide information regarding
how the annual subsidy is used to maintain or improve the facility.
2.4 Review Coachman Park Pro Forma Report.
Mr. Kader provided an overview of lessons learned since the renovated
Coachman Park has opened almost one year ago. He said more shade
and restrooms are needed, better signage for the restrooms need to be
incorporated, and plant materials need to be replaced.
Discussion ensued with concerns expressed with the cost to maintain
the amphitheater, the City's annual subsidy amount, and the facility's
business plan's forecasted revenue falling short of its targets.
In response to a question, Mr. Kader said Crest Lake Park, Moccasin Lake
Nature Park, and Glen Oaks Park generate nominal revenue.
Discussion ensued with comments made that the community
perceives The Sound and Coachman Park as a venue, not a park, and that
the revenue generated from the park should cover facility maintenance
costs, thus lowering the City's annual subsidy.
The City Manager said the direction related to The Sound is clear and
staff has communicated Council's concerns with REH. She said staff is
seeking direction regarding the Green being treated as a venue, shifting
programming to generate revenue. Staff will try to maintain the
community events which are not revenue generating. She said the
community wants access to the park. She said increasing parking fees,
marina fees, and impact fees may be options to generate more
revenue to help offset the cost for the park.
3. City Manager Verbal Reports
The City Manager said this is Council's opportunity to raise additional
budget questions or discussions. Next steps include the budget hearings
scheduled in September.
Discussion ensued with concerns expressed that the proposed budget is
creating an $8 million deficit, requiring the City to dig into reserves. It
was stated that moving forward, staff and council should not assume
reserves will be used every year to fund some of the big projects.
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The City Manager said as soon as this budget process is completed in
September, staff begins working on next year's budget. Staff uses the
strategic plan to guide department work plans and will present that to
Council in January to discuss changes. She thanked staff for their input
and efforts during this budget development process.
4. City Attorney Verbal Reports — None.
5. Adjourn
The meeting adjourned at 11:20 a.m.
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